Executive Assistant for Advancement and Advancement Events

Union Presbyterian Seminary; United States; On-site; USD 50,000 - 70,000; Full time

Job summary

Join a leading seminary as an Executive Assistant for Advancement, providing essential support to the Vice President. This role involves managing schedules, coordinating events, and ensuring efficient office operations. Ideal candidates will possess strong organizational skills, attention to detail, and a commitment to the seminary's mission. Experience in higher education is preferred, along with proficiency in Microsoft Office and donor management systems.

Qualifications

• Strong administrative and organizational skills.
• Ability to handle multiple tasks and prioritize effectively.
• Experience in higher education or related field preferred.

Responsibilities

• Manage the Vice President's calendar and schedule appointments.
• Plan and coordinate advancement events and track budgets.
• Assist with project planning and maintain shared digital files.

Skills

Communication

Organizational Skills

Interpersonal Skills

Attention to Detail

Education

Associate’s Degree

Bachelor’s Degree

Tools

Microsoft Office Suite

Raiser’s Edge

Graphic Design Software

Job description

Executive Assistant for Advancement and Advancement Events

Executive Assistant for Advancement and Advancement Events

5 days ago Be among the first 25 applicants

The Advancement Team at Union Presbyterian Seminary seeks a detail-oriented, collaborative, and self-motivated Executive Assistant to join our team. This position provides crucial administrative, communications, and operational support to the Vice President for Advancement, managing the office functions efficiently and effectively, and ensuring smooth and lean processes are maintained that advance the Seminary’s mission . This includes managing schedules, coordinating events, managing finances, and supporting other various advancement-related initiatives including Donor Relations Officers.

Key Responsibilities:

Administrative Support:

• Manage the Vice President's calendar, schedule appointments, and travel arrangements.
• Prepare and edit correspondence, expense reports, presentations, and reports.
• Handle incoming calls, emails, and other communications, responding as appropriate.
• Update data base as to actions and notes from the Vice President
• Being a hospitable first point of contact for Advancement.

Event Management:

• Plan and coordinate advancement events, including hosting alumni and donor individuals and groups on campus, fundraising events on and off campus, and internal meetings.
• Prepare agendas, manage logistics, and ensure smooth event execution.
• Track and manage event budgets and expenses.
• Ensure supplies and vendors are in place and on time at as standard that represents the Seminary well.
• Manage and monitor departmental budgets, track expenses, and reconcile financial data and credit card reports of the Vice President and the Donor Relations Officers.
• Assist as assigned with grant management and reporting.

Project Coordination and Communications:

• Assist with project planning, implementation, and follow-up including mass mailings.
• Monitor deadlines for the team and ensure projects stay on track and are completed on time and within Seminary policies.
• Serve as point person for Advancement team reporting on the strategic plan goals, outcomes, and key performance indicators.
• Answer phones, direct calls, and manage the flow of information to and from the VP's office.
• Take meeting minutes and prepare reports as needed.

General Office Management:

• Organize, manage, and maintain shared digital files for Advancement team.
• Maintain office supplies, manage filing systems, and ensure the office is organized and functional.
• Assist with incoming mail and packages.
• Maintain a professional and welcoming environment for visitors and colleagues.

Required Skills and Qualifications:

• A hospitable person with a high emotional intelligence.
• Strong administrative and organizational skills.
• Abilty to handle multiple tasks and prioritize execution of projects with excellence.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, Teams, etc.).
• Experience with CRM systems and/or donor management software and Raiser’s Edge in particular. (preferred).
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong attention to detail and a commitment to accuracy.
• Ability to handle confidential information with discretion.
• Experience in higher education or a related field (preferred).

Seminary and Advancement Team Relationships

• Serve as an executive assistant on all the Vice President for Advancement projects and goals in support of the seminary’s mission.
• Serve as a project partner with Director of Strategic Storytelling on print and other projects as assigned.
• Serve as a project partner with Director of Advancement Services including but not limited to updating Raiser’s Edge database with actions, attributes, contact information, etc.; assist with processing of donor acknowledgements.

Represent the Advancement team in a professional and positive manner with internal and external constituencies as assigned.

Other duties as assigned by the Manager of Advancement Operations.

Knowledge and Skills

• The Ideal Candidate will
• Have a commitment to the common good and generous spirit.
• Bring a blend of excellent interpersonal, cross-cultural, and communication skills,
• Familiarity and experience with a variety of digital tools and technologies used in communication, such as social media platforms, content management systems, graphic design software, and digital analytics tools.
• A passion for making, building, and maintaining relations with internal and external partners.
• Be knowledgeable or willing to learn donor-centered fundraising principles also and best practices.
• Be committed to supporting donors to Union Presbyterian Seminary
• Have a record of building and maintaining healthy relationships.
• Be an excellent time manager, a good listener, a natural helper, attentive to details, and one who fosters a positive can-do culture.
• Be a respected leader among colleagues, consummate collaborator willing and able to adapt to accomplish priorities.
• A critical thinker who values the education formation of leaders for the church and the world
• Required:
• Capacity to work independently on multiple tasks and meet deadlines
• Ability to work collaboratively in a team-oriented environment
• Excellent organizational and administrative skills, with attention to detail and accuracy
• Excellent communication skills, both written and verbal
• Strong computer skills including Microsoft suite of software
• Associate’s degree from an accredited institution or business school; bachelor’s preferred
• Proven capability to keep confidentialities
• Preferred:
• Bachelor’s Degree from an accredited college or university
• 2-5 years office work experience
• Knowledge of graphic design software (e.g., Canva, Adobe Creative Suite)
• in digital tools to increase impact of marketing and relationship building.
• Database Entry and Management capability (Blackbaud Raiser’s Edge)
• Knowledge of the Presbyterian Church (USA), its polity, programs, and institutions, is helpful.
• Familiarity with Union Presbyterian Seminary

Working Conditions and Status

• This position is a full-time, in-person, exempt role within our support staff, situated at the Richmond campus of Union Presbyterian Seminary. Please note that occasional overtime may be required. This position will require some occasional evening and weekend working hours, especially during events.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Religious Institutions

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